Pasting as values in Excel 2013 is a handy tool when you want to copy data from one place to another without bringing along all the formulas and formatting. It’s as simple as copying the data, right-clicking the destination cell, selecting “Paste Special,” and then choosing “Values.” After you complete this action, only the raw data is pasted, leaving behind any formulas or cell formatting from the original location.
Introduction
Excel 2013 is a powerful tool for managing and analyzing data. One of its most useful features is the ability to paste data as values, which allows you to copy the actual data from one cell and paste it into another without carrying over any of the formatting or formulas. This feature becomes crucial when you’re working with complex spreadsheets that contain numerous formulas, and you want to ensure that you’re only transferring the data, not the underlying calculations or cell formatting.
This process is particularly relevant for professionals who deal with data analysis, financial reporting, or any task that requires accurate data manipulation. It’s also handy for students or anyone learning Excel, as it’s a fundamental skill that enhances efficiency and precision when working with spreadsheets. So, whether you’re a seasoned Excel user or just getting started, mastering the art of pasting as values is a skill that will serve you well.
Step by Step Tutorial: How to Paste as Values in Excel 2013
Before diving into the steps, it’s essential to understand that pasting as values is a way to ensure that the data you’re transferring is “clean.” This means that it doesn’t carry any hidden formulas or formatting that could disrupt your new data set.
Step 1: Copy the desired cells
Select the cells containing the data you want to copy, and then press Ctrl+C on your keyboard.
Copying cells is straightforward, but make sure you’ve selected only the data you need. If you accidentally copy a cell with a formula, it could cause issues when you paste as values into the destination.
Step 2: Select the destination cell
Click on the cell where you want to paste the values.
The destination cell can be on the same worksheet, a different worksheet, or even a different workbook. Just make sure that it’s the correct location for your data.
Step 3: Right-click and select “Paste Special”
Right-click on the destination cell and, from the context menu, choose “Paste Special.”
The “Paste Special” dialog box offers several pasting options, but for this task, we’re focusing on values.
Step 4: Click “Values” and then “OK”
In the “Paste Special” dialog box, click the radio button for “Values” and then click “OK.”
This action pastes only the data, without any of the formulas or cell formatting from the original location.
Pros
| Benefit | Explanation |
|---|---|
| Accuracy | Pasting as values ensures the data you’re transferring is accurate without the risk of formulas altering the numbers. |
| Efficiency | It’s a quick way to copy and paste data without unwanted formatting, which can save time when managing large datasets. |
| Control | You have more control over the data and how it’s displayed in the destination cells, as you’re only pasting the raw numbers. |
Cons
| Drawback | Explanation |
|---|---|
| Loss of Formulas | If you need the formulas in the destination cells, pasting as values won’t work, as it only pastes the data. |
| Additional Steps | It requires a few more clicks than a regular paste, which might slow you down if you’re in a hurry. |
| Formatting Required | After pasting as values, you may need to reapply any cell formatting, such as font size or color, to match the rest of your spreadsheet. |
Additional Information
When working with Excel 2013, pasting as values can be a lifesaver, especially when dealing with complex spreadsheets. It’s important to remember that any time you paste as values, you’re removing the connection to the original data. This means that if the source data changes, the pasted values will not update automatically.
Another tip is to use keyboard shortcuts to speed up the process. After copying the cells with Ctrl+C, you can press Alt+E+S+V then Enter to paste as values quickly. This method bypasses the right-click context menu and can be much faster once you get the hang of it.
Finally, keep in mind that pasting as values in Excel 2013 is not reversible. Once you’ve pasted the data as values, you can’t go back and retrieve the original formulas or formatting, so always double-check before you make the final paste.
Summary
- Copy the desired cells.
- Select the destination cell.
- Right-click and select “Paste Special.”
- Click “Values” and then “OK.”
Frequently Asked Questions
Can I paste as values between different workbooks?
Yes, you can paste as values between different Excel workbooks. Just make sure both are open in Excel 2013 when you’re doing the copy and paste.
Will pasting as values keep the source formatting?
No, pasting as values only copies the data, not the formatting. You’ll need to reapply any formatting to the destination cells.
Is there a keyboard shortcut for pasting as values?
Yes, after copying with Ctrl+C, you can use Alt+E+S+V then Enter as a shortcut to paste as values.
Can I undo a paste as values?
Once you’ve pasted as values, you can’t revert to the original formulas or formatting. Always make sure you’re ready to paste before you do.
Does pasting as values work with conditional formatting?
No, pasting as values will not carry over any conditional formatting rules from the source cells.
Conclusion
Mastering the art of pasting as values in Excel 2013 is crucial for anyone who regularly works with spreadsheets. This function helps maintain data integrity, improve efficiency, and gives you greater control over how your data is presented. Remember, while this method is incredibly useful, it does come with limitations, such as the loss of formulas and the need for additional formatting steps.
However, the benefits often outweigh these drawbacks, especially when precise data manipulation is required. Keep practicing, utilize keyboard shortcuts, and before you know it, pasting as values will become second nature in your Excel toolkit.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.